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Reception
Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Office administration
Oversee and co-ordinate office administrative procedures and review, evaluate and implement new procedures
Establish work priorities, delegate work to employees, and ensure deadlines are met and procedures are followed
Co-ordinate and plan for office services, such as accommodation, equipment, supplies, forms, disposal of assets, maintenance and security services
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Purchase, receive and store supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization's databases
Back-up electronic files using proper procedures
Provide secretarial and administrative support to management and other staff
Financial management
Use computer software to prepare invoices and financial statements
Code and file financial material according to established records management procedures
Essential Skills
- Reading text
- Document use
- Numeracy
- Oral communication
- Working with others
- Problem solving
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Continuous learning
- Significant use of memory
Transportation/Travel Information
- Own transportation
Technical Terminology
- Business
Specific Skills
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Prepare equipment or software for type of document
- Prepare and format page presentation
- Perform basic bookkeeping tasks
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Prepare invoices and bank deposits
- Order supplies and maintain inventory
- Service office equipment and arrange for servicing in the case of major repairs
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Private sector
Area Of Specialization
- Invoices
- Financial statements
- Correspondence
- Contracts
- Charts, tables, graphs and diagrams
- Reports
- Forms and records
Work Location Information
- Urban area
Work Conditions and Physical Capabilities
- Repetitive tasks
- Sitting for extended periods
Security and Safety
- Basic security clearance
Own Tools/Equipment
- Office equipment and supplies
- Computer
- Printer
- Internet access
Keyboarding (Words Per Minute)
- 61 - 80 wpm
Business Equipment and Computer Applications
- Windows
- MS Word
- Excel
- Electronic mail
- Database software
- Accounting software
- Internet browser
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